Sage 100

Short of a script, is there a way to prevent shippers and/or invoicing from shipping an item that either has negative quantity or where the shipment would throw the item into negative. I realize this means the Qty is incorrect in Sage100 in the first place but this is the request until they clean up and get qty to be correct. TIA

We had to write a program in order to accomplish this. This was before scripting. Sent from my cell phone. Please forgive any misspellings.

I would like to know the answer to this. It should be a standard security feature. There is a role security item that looks like it should stop users from entering a quantity greater than the quantity available but it doesn't seem to work. I know this is a bit different than your requirement but it has me curious now. I used an item that has a negative quantity on hand and a negative quantity available and it allowed me to enter it.

The role feature I mentioned works if you ""Check for quantity available"" in the SO Setup Options.

Doug, that only works when entering Sales Orders. It doesn't stop shipping the product. It's also just a warning. You can accept and continue to place the order

It works in SO Invoice Data Entry too. I haven't checked Shipping.

In Invoice Data Entry the user is presented with options. All options are a stymie from entering a quantity shipped.

Doug, is that when entering a direct invoice? Does that act the same if you ship an order that was originally created in sales order? for instance if the users answers YES to the question that comes up in invoice data entry when you get to the lines tab ""Do you want to ship the complete sales order?

Doug, i don't think it works in Shipping Data Entry, not for me anyway. It's letting me ship even though inventory is zero or below zero

In Role Maintenance, Module Options, Sales Order, there is a line item for ""Allow to Exceed Quantity on Hand"". Would that work?

If you can set security permissions so someone cannot over order in Sales Order then how are the shippers over-shipping what's already been put on a Sales Order? (ie - presumably SO Entry was barred from ordering items not on hand). There seems likely to be another missing piece to this issue - most likely that the Sales Order entry folks are allowed to order even if QTY isn't on hand which ""breaks the chain"" of events and in turn allows the shipper to ship even if the system shows there is not enough qty (my guess this becomes more an issue of allocating items to specific orders? ).

You may need to allow sales order entry personnel to enter orders for items that are not on hand so you can create demand and create purchase orders for those goods with the expectation that you will receive the items before shipping them. If the items come into the warehouse but receiving staff is lagging and have not entered the ROG before picking/shipping staff sends them out the door, you would want to be alerted during invoice/shipping data entry so the items don't go negative and mess up your costing for the items.

Yes, David that is the exact scenario. They place orders all day long. Some are orders for future dates for inventory that has not even been received. So we need to take the orders if qty is zero but we don't want to ship if qty is zero. I'm thinking I can change setting in Role Maintenance to allow sales people to take the order but not give that access to shipping dept. I'll have to test it.

Just tested and it does NOT work. ""The Allow to Exceed Qty"" only works when entering a new order or a Direct Invoice. If you ship or invoice a preexisting order, it does not check for Qty and allows you to proceed even though there is no inventory.

This one bothers me. I don't like the idea of being unable to take inventory to zero. It simply gets in the way of shipping and therefore impedes servicing the customer. Receiving is frequently behind the 8-ball when it comes to data entry. Unfortunate but it's reality. I suppose you could let shipping send the product but then, wait until the receiving is caught up a day or so later and then enter the invoicing. If it's just a matter of QOH being wrong, then inventory counts are in order. COGS on the shipment will be wrong any time the QOH goes negative, particularly in FIFO or LIFO scenarios. Average Cost may affect it but I don't remember how Sage figures out the cost to use when inventory is 0 or less. For standard cost, I seem to recall that there is no real issue there. If costs for the item don't change rapidly, it should create a huge effect on the G/L side. In any case, this is generally considered to be more of a process problem than a software problem. Some accounting systems are set up to disallow shipping in to negative quantities but that always slows down the billing process which creates it's own laundry list of problems. But nothing should ever get in the way of sending a shipment to a customer. Accountants will have to get used to the idea that they will have to make some adjustments, for better or worse.

I believe there is an option to not allow back orders. Would that work?